Extract Deletions for OCLC Report

The Extract Deletions for OCLC (oclcdeletions) report reviews transactions and identifies item records that have been deleted from the catalog. If any item deletions have left zero copies of a title for the library or libraries, the bibliographic record is extracted to a file of MARC21 records, and the library OCLC code is added to the bib record’s 852 tag in a subfield a. This file is output to the /Unicorn/Xfer directory on the server. OCLC can use this file to update the library’s holdings in the OCLC WorldCat database.

Before using this report, you should contact OCLC to talk about the file you are creating and the project of processing the records once OCLC receives them

The report has the potential for creating a large file, so consider the system disk space before running the report.

This report is password protected. If you do not know the password, see your system administrator.

This report is in the Bibliographic Group Reports

The Extract Deletions for OCLC report contains the following tabs.

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Basic Tab: Reports

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Transaction Selection Tab

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OCLC Output Tab

The Transaction Selection tab contains only the Item Library and Transaction Date Range options. Item Library is the library of the deleted item(s).

The OCLC Output tab allows you to determine the number of files created, number of records per file, output format, and file name. (The number of records per file maximum is 100.) See the tab topics for more information.

The Extract Deletions for OCLC report will not select items deleted today. The report will select the deleted items the following day, after the Consolidate Daily Logs report has been run (usually after midnight), and the history log has been updated.

This report requires that all of your Library policies contain an OCLC code. If any library selected by the report does not have an OCLC code, the report will not run, and a message similar to the following will display in the report log for each library that does not have an OCLC code.

Missing OCLC Library code: MAIN

How OCLC Code Assignments Affect This Report

It is necessary to add an OCLC code to the record being extracted for OCLC processing so that OCLC can identify the library that owned the title. Therefore, the Extract Deletions for OCLC report requires that all Library policies contain an OCLC code that can be added to the record when extracted. When a library deletes all of its call numbers/items for a title, the report first checks the library’s Library policy for its OCLC code. If an OCLC code has not been assigned to the library, the report stops and lists the library in the report log. If an OCLC code is assigned to the library, the report checks for libraries in the system with the same OCLC code. If any libraries share the same OCLC code, these libraries are also checked to see if they have call numbers/items for the title. The report may or may not extract a MARC record, as described in following examples.

Example 1: Libraries That Use the Same OCLC Code

The Arrowood Library OCLC holding code is HSV4, and the Moyers Library OCLC holding code is also HSV4. If the Arrowood Library deletes all of its call numbers/items for Gone with the Wind, but the Moyers Library still has call numbers/items for the same title, the Extract Deletions for OCLC report will not extract a MARC record for Gone with the Wind. To OCLC, there is no distinction between the Arrowood and Moyers libraries; they are both HSV4.

In continuing the Arrowood and Moyers libraries example, suppose both libraries delete all their call numbers/items for Gone with the Wind. The Extract Deletions for OCLC report will extract a MARC record for the title, and the 852 tag will contain a single subfield a with HSV4. Remember that to OCLC, the Arrowood and Moyers libraries are both HSV4.

Example 2: Consortia That Use One OCLC Code For All Libraries versus Consortia That Use Different OCLC Codes for Each Library

Library consortia may choose to assign one OCLC code to all of its libraries, or specify different codes for each library. How the OCLC codes are assigned will affect how the Extract Deletions for OCLC report will operate for the consortia.

The Southern Library System has three libraries. The library system has an OCLC code of SLS1, and decides to assign this code to the Lee, Davis, and Jackson libraries. The Lee and Jackson libraries own copies of The Summons. If the Jackson Library deletes all of its call numbers/items for The Summons, the Extract Deletions for OCLC report will not extract a MARC record for the title because the Lee Library has the same OCLC code and still has copies of the title.

Now suppose the Southern Library System has an OCLC code of SLS1, the Lee Library has an OCLC code of SLSa, the Davis Library has an OCLC code of SLSb, and the Jackson Library has an OCLC code of SLSc. All three libraries own copies of The Summons. If only the Jackson Library deletes all of its call numbers/items for The Summons, the Extract Deletions for OCLC report will extract a MARC record for the title, and the 852 tag will contain a single subfield a with SLSc. If all three libraries delete their call numbers/items for The Summons, the report will extract a MARC record for the title, and the 852 tag will contain three subfield a’s with SLSa, SLSb, and SLSc.